How to Evaluate and Buy Web Software

If you are new to buying and using Web software, then this guide is for you. This guide will introduce you to the benefits of using Web software as well getting you started with some simple steps for evaluating Web software for purchase.

What is Web Software?

Web software consists of programs or services that you buy and use from the Web. Typically these programs are purchased and accessed from the vendors’ computers over the Internet using your Web browser. This is a process called on-demand, since the app is ready to run immediately. In most cases, it is as simple as that. No CDs, no downloads, no hardware to purchase (except in some rare cases like VoIP phones).

This on-demand software typically runs in what we call "The Cloud.” This is another terms for a bunch of computer servers sitting in a room somewhere being managed by the hosting company and a bunch of IT folks. Running your app in the cloud means that you do not have to worry about the normal maintenance routine - running backups, maintaining these computers, or figuring out how to increase capacity as your needs or business grows.

Other terms you might hear in addition to "on-demand,” "hosted,” or 'in the cloud" is "Software as a Service" also known as SaaS. For our purposes, these generally mean the same thing — software that runs over the Web, on-demand and is hosted anywhere.

What are the Benefits?

We alluded to some of the benefits above. The first is that Web software is installed for you and ready to go any time. One of the major problems of most business software is getting the software installed and running. This can take days, weeks or, sometimes, even years! Remember, while the installation step is done for you, it does not mean you don't have to do some configuration on your own, like adding your logo, users Etc… What this does mean is that there is usually a quick time-to-value compared to other approaches. This saves you time and money.

Another benefit of Web software is that it is generally easy-to-use. As part of this marketplace, we have picked software that is geared towards the Small to Medium business. That is, it is easy to setup and has an intuitive user interface.

Web Software is Low Cost - Low Risk.

Why is that? Well first, the software is purchased as a subscription. That is, you pay like you do your phone service or for a magazine — except without the long term contract so there is no risk there. If you do not like it or no longer need it — turn it off. Again, reducing risk. It also makes it easier to switch to another vendor since you did not spend all of your capital in up-front costs. This is unlike traditional software, where you have a high risk by paying whole costs up front. With Web software the vendors needs to keep you satisfied so you keep paying the subscription.

All of this translates into a lower cost of ownership with lower risk. Since you pay as you go and only pay for what you need, your capital costs and expenses are low. Also, you do not have to hire IT folks or buy computers, or worry about maintaining the computers because all of this is "in the cloud". This lets you focus on your business and serving your customers.

How do I pick the best software?

To help you evaluate Web software, we have boiled down the evaluation and purchase process into 5 easy steps. You do not have to follow all of these steps to the letter, but they will help you organize your thoughts, get your co-workers or employees involved in the process and give you a result that achieves your business objective.

Step 1. Identify Your Business Goals and Requirements

Does your business need a Web presence? Do you need to start a blog or create a community? Maybe you are starting a new business and you need phones. Maybe you need to lower costs by using home or remote workers and need communication tools. Maybe you need to replace an expensive service with a more cost effective one.

What ever these goals are, create a list of your business needs. As part of this list, you also need to identify who in your company will be involved in the evaluation process. You should also identify the skill level of those who will use and setup the software.

At this point, don't forget to consult your employees or co-workers. Get them bought into the process up front. This will help smooth the decision-making process down the line when you are ready to pick your winning apps.

Step 2. Identify Apps That Meet your Requirements.

Now that you know what you need, start shopping! The marketplace has multiple ways to shop. Look for apps that solve your business problems from your list above. The marketplace is organized by categories or you can use the search function. There may also be a wizard to help you make choices. There also may be packages designed around your specific business needs.

Once you have found the candidate application(s) bookmark them for later reference, or if your marketplace supports it, add them to “My Favorites”

Step 3. Investigate Candidate Applications

Now that you have a few applications to choose from, it is time to review each one to find the one that best meets your needs. The best way to do this is to use the information in the store listings for each application. There are multiple tabs that can help you learn more about the applications. Within these tabs:

• Read the features page, product demos and product forums to help you investigate how these apps operate. Do these apps solve the problems you listed in Step 1? Are they appropriate for your organizations skill levels?

• Read the reviews for the products - what do people like or do not like?

• Consult the blogs and support pages. These pages may contain tutorials or other reference materials to give you an idea of the support you will get and the community behind each app.

From reading the pages and watching the videos, you will get an idea on what product will work best for you. Also, share this with your employees or co-workers. Give them a chance for some input and this will help the next step go easier.

Step 4. Start a Trial

Now is not the time to start to over analyze or procrastinate. Start a trial. Many of the products in the Marketplace have a trial period. These trial periods are designed to get you started using the app so you can evaluate its ability to meet your requirements. Trial periods are free and if you cancel before the trial ends, no fees are charged to your account.

This is the time you bring back your co-workers or employees. What do they think? Does the solution solve the business requirements from step 1? If not, cancel the trial so you do not get charged.

Step 5. Keep Going

That's right, step five is not really a step. If you get past the trial period, then you have found the software for you. All you need to do is to keep using it!